Accounts Payable Specialist

Department

Office of the Controller

Job Summary :

This position exists to manage an assortment of suppliers, monitor levels of expenditures based on purchase orders, contracts, or leases, and ensure the timely payment of university obligations to these suppliers.

• This position is also responsible for negotiating resolutions with suppliers as problems arise. It also provides audit, review and verification of vouchers for completeness and conformity to applicable rules, regulations, and policies with the authority to make changes as necessary;
• process vouchers to pay suppliers for goods and services received; serve as a technical resource for personnel regarding the computer system technical procedures and proper use of worktags, and online computer screens;

review payments for accuracy from check cycles; provide information to accountants regarding the proper use of accounts as well as sufficient account balances.

• This position also must analyze supplier activity, recommending journal entries, adjustments, or other corrective actions for agency funds;
• accumulate and consolidate voucher activity; and instruct university personnel on proper use of purchasing / payment procedures and forms;

additionally, this position will audit expense reports and refer staff and faculty to the training team when training is needed.

This position maintains and revises the Accounts Payable policies and procedures manual, and provides recommendations related to proposed solution.

This position will also support new processes and integrations, by learning all key aspects and helping to facilitate all required changes in processes.

Job Duties :

45% Serves as Accounts Payable Specialist by reviewing and auditing supplier invoices and requests for payments from faculty, administrators, and staff.

Analyzes the propriety of these requests for payment and adherence to University fiscal rules and University policy, compiles allowable costs and adjusts for unallowable costs, and processes for payment.

Reviews all requests for payment to determine the specific department it may belong to and / or PO, Lease, or Supplier contract pertaining to the purchase and determines the balance of the appropriate encumbrance in the Workday finance system prior to processing payment.

Discovers any errors in the request, notifies the department contact, offers solutions to the error, and processes the request for payment with the updated information into the finance system.

This includes the correct procurement processes, reaching out to departments if their receipt has not been created. Exercises individual judgment to select the appropriate solution to the error based on broad University fiscal rules and specific MSU Denver policies and procedure.

Verifies that all required IRS and Fiscal Rule documentation is correct and on file, follows up with suppliers to request documentation when not on file.

Within the limits of the finance system, determines the speed, methods, and timing to efficiently complete the payment to suppliers.

Responsible for selecting the correct payment type - supplier invoice or ad hoc payment - depending on what is being paid.

Prioritizes the individual workflow to meet the weekly check run deadlines. Assures individual quality control for data entry under $100.

Analyzes supplier activity, recommending journal entries for transfers, invoice adjustments, or other corrective actions when needed.

Maintains access to the IRS website and processes TIN matches on the IRS website. NOTE : This position will be devoted to testing in Workday when testing is needed to update processes or to resolve problems.

30% Processes travel expense reports for mileage reimbursements, pre-travel Spend Authorizations, and final travel reimbursements for university personnel, students, and University guests.

The position uses State and University travel guidance to ensure payments are appropriate in nature and approved in accordance with applicable regulation.

10% Serves as a reviewer for other team member's payments to be processed into Accounts Payable, and determines which rules and regulations apply in given circumstances in the review process.

The review process requires checks for adherence to university fiscal rules and University policy and ensuring that the proper process and worktags, as well as looking for and resolving match exception on the supplier invoice.

Serves as part of the internal control checks and balances process for checks written in the Accounts Payable system.

10% Serves as a liaison to contacts outside the supervisory chain. Specifically, works with the University campus and with outside suppliers to perform problem resolution.

Discovers information or problems with requests for payment by interviewing the department personnel or supplier. Investigates the circumstances of the problem and works with the outside contact to accumulate all required and correct data.

Advises the department personnel or the supplier with alternatives to resolve complaints or problems. Uses professional judgment to determine if re-classifications are necessary to account codes.

Checks for authorized approvals, pre-approval for computer related purchases, and determines if a purchase is appropriate in nature as well as what course of action must be taken when problems exist.

5% This position assists with training students who support Accounts Payable and works directly with Accounts Payable Manager to facilitate special projects as needed and process improvements, identifying the team's strengths and weaknesses and suggesting areas of improvement.

Maintains and revises the Accounts Payable policies and procedures manual, and provides recommendations related to proposed solution.

This position will also assist with any other duties as assigned.

Required Qualifications :

• Accounts Payable, bookkeeping or related experience.
• Experience using Microsoft Office Suite to include Excel.
• Experience providing customer service.

Important Note : Successful applicants will ensure their resumes clearly demonstrate that their work experience describes how they meet all required qualifications.

Preferred Qualifications :

• Experience in the Workday system or related system.
• Experience working in Higher Education.
• Ability to maintain confidentiality.
• Strong organizational skills.
• Strong written and oral communication skills, sufficient to express ideas and agreements concisely and persuasively.
• Experience writing and updating procedures.
• Experience with travel expense reports.
• A working knowledge of encumbrances (SPO's & PO's)
• Experience with reconciliations and / or journal entries.

Salary for Announcement

The anticipated hiring range for this position is $41,200 - $53,00. The salary of the finalist selected for this role will be set based upon a variety of factors, including but not limited to, internal equity, experience, training, and qualifications.

Work Hours / Type

Monday - Friday, 8am - 5pm;

Hybrid schedule (on-campus and remote) available for this position. Some on-campus work is required.

Instructions to Apply

Please apply through MSU Denver Careers and submit your cover letter and resume. Select Begin Your Job Search, then search for JR102509.

Internal applicants must apply through their MSU Denver Workday profile by searching 'Jobs Hub'.

Official transcripts will be required of the candidate selected for hire.

IND208

Closing Date

Open Until Filled

Posting Representative

Amy Hamik

Posting Representative Email

hamika@msudenver.edu

Benefits

MSU Denver is pleased to offer our current and potential employees a wide array of benefit options. To learn more, please visit the following link :

Employee Benefits Offerings

The University will provide reasonable accommodations to applicants with disabilities throughout the employment application process.

To request an accommodation pursuant to the Americans with Disabilities Act, please contact the Human Resources ADA Coordinator at totalrewards@msudenver.edu .

Diversity Statement

Metropolitan State University of Denver is a unique, access-oriented campus community that values diversity, equity, and inclusion in all its forms.

Our student population consists of nearly 58% first generation students and over 50% students of color. We are a designated Hispanic Serving Institution located in downtown Denver.

We create an equitable learning and working environment in concert with individuals who consistently demonstrate commitment to equity and inclusion.

We greatly value the diverse identities and perspectives of our students, faculty, and staff and recognize that in order to achieve a just and equitable society, diversity must go beyond simple representation.

It requires critical inquiry and dialogue and a commitment to action. We strive to provide a culture of belonging for all community members to achieve personal and professional success.